Annual General Meeting 2023
Minutes of the Rippingale Parish Council Annual General Meeting held on 9th May 2023 in Rippingale Village Hall
Present Cllrs. C. Charlton (Chairman), J. Petch, B Ross, K Manley & Parish Clerk L. Davies.
In Attendance: D Diess, I Anderson, L Pancutt & W Gray
The meeting commenced at 7.30pm following the Annual Parish Meeting.
1. Apologies for absence.
1103. Due to personal reasons the following Cllrs sent their apologies: I Bruce, M Hill (LCC) & R Dixon-Warren (SKDC).
2. Councillor Acceptance of Office.
1104. All Councillors accepted their Offices
3. Councillor Declarations of Interest.
1105. None to declare, but the Clerk requested that outstanding forms are returned to update her records.
4. Election of Chairman.
1106. C Charlton was unanimously elected to continue as Chairman.
5. Election of Vice Chairman.
1107. The Vice Chairman position will remain vacant.
6. Confirmation of allocation of members to designated roles and responsibilities – All:
1108. The following roles were agreed and allocated.
a. Police Forum Representative:
K. Manley b. Emergency Plan & Flood Warden Coordinator:
C Charlton
c. Finance Supervisor:
C Charlton d. Rippingale Neighbourhood Plan Representatives:
This is no longer required, as in place.
e. Feast Committee Liaison:
K Manley f. Grass Cutting & Village Maintenance Coordinator:
I Bruce
g. Jubilee Playing Field & Equipment: B Ross h. Village Hall Management Committee Liaison:
Vacant.
i. Council Newsletter:
C Charlton.
k. Accessibility and disablement assistance: K Manley j. St Andrew’s Parochial Church Council Liaison:
J Petch
l. Row Garden Allotments: B Ross
7. Approve Minutes of last Council Meeting (20th April 2023) (All)
1109. Previously circulated minutes of the meeting on the 20th April were unanimously approved.
8. Parish Matters:
1110. Before moving into the main Parish Matters, the Council thanked Kim Palmer for her efforts as a Councillor, as due to work commitments she has stepped down. She was wished well for the future.
a. To consider progress with refurbishment of Village signs and extra JFP finger sign.
1111. The redesign of the Village sign is making slow process, but underway. The extra JFP has been ordered.
b. To consider the progress in fundraising to replace the portacabin at Jubilee Playing Field.
1112. Fundraising is on-going; Cllr Charlton confirmed £20,000 has been allocated by SKDC UK Levelling Up Fund and £1500 awarded by the Tesco Community Fund. An application will be made to the SKDC Community Fund for £5,000 and additionally a further application is to be made to the Garfield Weston Foundation. News from the Screwfix Foundation and Magic Little Grants is awaited.
c. To consider repair to the Millennium Noticeboard at the Village Green.
1113. This is underway; purchase of more expensive hard wood for the repair was agreed by the Council, as it is a much more durable option.
d. To consider and discuss allotment tenancy agreement for 2023.
1114. The revised draft copy previously circulated was approved by the Council for distribution to current tenants. Cllr Ross will continue to liaise with the Clerk and RGAG to ensure plot management is effectively upheld and vacant plots are maintained correctly.
e. To consider and discuss repairs/maintenance of the War Memorial.
1115. The “soft” stone used in the 1920’s means continual maintenance of the Memorial is essential to ensure safety and the Memorial remains a proper tribute to those who sacrificed their lives. The Stonemason who previously repaired the Memorial is formulating a quote for the necessary repairs.
9. Financial Matters:
a. FY2023/2024 (Accounts to Date & Approval of Expenditure – All).
1116. After scrutiny, the following payments were approved by the Council, including a 5% uplift in annual Insurance costs, seen in the current climate as a competitive figure.
Code Description Supplier Total
Meetings Annual Costs Village Hall £ 10.00
Subscriptions & Memberships Annual Trig Scheme LALC £ 260.49
Subscriptions & Memberships Annual Trig Scheme LALC £ 138.00
Clerk Salary Clerk Salary The Clerk £ 505.05
Insurance Annual Costs BHIB £ 647.06
Equipment Maintenance Annual Costs RGAG Plot management £ 322.50
Printing Newsletter Warners Group £ 82.00
Total £1,965.10
b. To consider Internal Audit
1117. The Clerk has contacted another clerk to action the audit. Aim is to complete this audit in the next week.
c. To consider external audit for 2022/23 accounts – Annual Governance and Accountability Return.
1118. The Council had been provided with the relevant available sections of the AGAR to review, annual governance statement and the accounting statements for 2022/2023. Councillors reviewed the information supplied and concluded the figures were sound and the accounts had been subject to proper review and control during the year. Councillors were aware that they, through the Clerk, have to publish the relevant documents for public scrutiny on the website and Village noticeboard before 1 July 2023 and resolved to approve both the Annual Governance Statement and the Annual Accounting Statements.
d. Financial Reports 2022/2023.
1119. The figures for 22/23 had been previously circulated, showing the fixed assets correctly stated and an accurate bank reconciliation. The Council accepted these were correct.
e. VAT 2022/2023.
1120. The Council resolved the VAT figure was accurate and the Clerk was to submit a VAT claim for £1867.32 for 2022/2023.
10. To Receive any Urgent Reports from Members
1121. Cllr Manley raised that the state of the pavement at the end of Station Street to the Billingborough Road is in a sad state of disrepair, with numerous trip hazards. Despite reporting this to LCC Highways Department no appreciable rectification of the path’s state has occurred. Cllr Charlton agreed to raise this with County Cllr Hill.
Public Forum
1122. D Diess raised an issue with a large puddle forming at the bottom of his drive on Station Street after heavy rain. He has reported this to LCC Highways Department and Cllr Hill to no effect. Cllr Charlton agreed to investigate.
Next meeting: General meeting – Tuesday 13 June 2024 in the Village Hall.